The Foundation Import Tool allows you to quickly import some of your employees' information into your Foundation company file.
Table of Contents
Requirements
- FileZilla or another SFTP Client - This resource assumes you are using Filezilla.
- FSI (Foundation Soft Integration) Importer - This application can be installed with the assistance of Foundation Soft customer service.
Important Notes
While not required, the following information can help with smooth Onboarding to Foundation data imports:
- Some Foundation Soft company files should have the following ethnicities listed/entered. If not, you will receive BLANK for ethnicity in Foundation Soft.
- PAC - Pacific Islander
- TWO - Two or more races.
- Three files can be created for you to download from your SFTP:
- Import - The primary file to import with the FSI importer. Contains your employee information from Onboarding.
- Contact - Contains emergency contact information and is intended for review purposes without needing to login to Onboarding. Data is typically entered into Foundation manually.
- Rehire - Intended for review purposes when employees are rehired and are intended for review purposes without needing to login to Onboarding. Check if the employees' SSN and DOB match to confirm rehires. Data is typically entered manually to update existing information in Foundation.
Video Tutorial
The video embedded below will help you with the steps of downloading your files from your SFTP and uploading the file to Foundation with the FSI Importer.
Step-By-Step Guide
The following instructions will help with setting up FileZilla, downloading the files from your SFTP, and importing the file(s) into your Foundation company file.
Setting Up FileZilla
- Open FileZilla.
- Go to File and click Site Manager.
- Click New site towards the bottom left. Enter a name for the site or keep the default 'New Site'. It can be renamed later.
- Select "SFTP - SSH File Transfer Protocol" from the Protocol drop-down menu towards the top-right.
- Set up the credentials for the new site:
- Enter "sftp.birddoghr.com" in the Host field and "22" in the Port field.
- Enter the SFTP username and password provided by Arcoro.
- Click Connect to save and connect immediately to the SFTP or click OK to save for later.
After setting up and saving your site, it will be ready for future use from the "Site Manager" menu.
Downloading Your Files
- Arcoro will contact you via email when there is a file waiting to be downloaded with your SFTP client.
- If you do not receive an email, please check your spam or adjust your email filters for 'integrations@gmail.com' or 'donotreply@arcoro.com'.
- Open FileZilla. Go to File and click Site Manager. Select the site/server and click Connect.
- The left-hand side will show your local folders & files.
- The right-hand side will show you the folders & files of the site/server that you are connected to.
- Select the files to download. The file names generally begin with Import, Contact, and/or Rehire and will contain the date timestamp. Double-click the file(s) to download them to the selected local folder.
- Go to Server and click Disconnect to disconnect from the server after you are finished downloading the file(s).
Using FSI Importer
- Open FSI Importer.
- Select "Employee" from the "Choose Importer Type" drop-down menu. Enter your Foundation login information and select your Foundation database. Click Connect.
- Once connected, select the company that you will be importing into with the "Select Company" drop-down.
- Click Select for "Employee Source File" and select the files you downloaded from the SFTP. Click Preview and Validate Source towards the bottom right.
- Select "Employees" from the "Record Type" drop-down menu. The data from the file should populate the window. Click Validate towards the bottom right to validate the data from the selected file.
- Towards the bottom left will be a warning if there are any validation errors due to data not being recognized in your import file. You can click into any of the provided fields to update the information so Foundation can validate and accept it. Data that needs to be corrected are generally highlighted in orange. You can click Validate again after correcting the data until there are no further validation errors
- When the data has been successfully validated, the "Import" button should become clickable. Click Import to import your data.
Data Mapping
Legend
- Transform - Will transform the data to accommodate the field.
| Foundation Soft Import Template Header Row |
Arcoro Onboarding API Field |
Arcoro Onboarding Notes |
|---|---|---|
| Field Name | ALWAYS BLANK | |
| * Employee Number | Client Config Value | Employee ID Field OR leveraging SQL query for auto-numbering |
| * First Name | firstName | |
| Middle Initial | middleName | Transform: First Letter |
| * Last Name | lastName | |
| *Social Security Number | socialSecurityNumber | Transform: Numbers Only |
| Gender | gender | Transform: Male = M Female = F |
| Address Line 1 | addressLine1 | |
| Address Line 2 | addressLine2 | |
| City | employeeCity | |
| State | state | |
| Zip Code | zipCode | |
| Phone | mobilePhoneNumber | Use mobilePhoneNumber first - if blank, use homePhoneNumber. Same formatting rules apply. |
| employeeEmailAddress | Personal Email | |
| Date of Birth | dateofBirth | Transfom: mm/dd/yyyy only |
| Date of Hire | startDate | Transfom: mm/dd/yyyy only |
| State of Hire | primaryState | |
| Driver License Number | Custom Field - License_Number | Optional - Text Field |
| Driver License State | Custom Field - License_State | Optional - Drop Down Field |
| Driver's License Expiration Date | Custom Field - License_Exp | Optional - Date Field - Transfom: mm/dd/yyyy only |
| Date Terminated | Blank | Not Captured in Arcoro ONB |
| Termination Reason | Blank | Not Captured in Arcoro ONB |
| Date Rehired | Blank | Not Captured in Arcoro ONB |
| Date Last worked | Blank | Not Captured in Arcoro ONB |
| Certified Payroll | Client Config Value | Hardcoded to either Y or N |
| Secured Employee Checkbox | Blank | Not Captured in Arcoro ONB |
| Default Earn Code | Custom Field - Earn_Type_No | Optional Custom Field |
| Default Cost Code | Custom Field - Cost_Code_No | Optional Custom Field |
| SUTA State Override | primaryState | |
| Additional Pay Period | Blank | Not Captured in Arcoro ONB |
| Pay Type | payRateType | Transform: Hourly = H Salary = S |
| Hours Required for Salary | Blank | |
| Pay Rate | payRate1 | Ensure Client is entering per pay period for Salaried employees |
| Pay Periods per Year | Client Config Value | Options: 12, 24, 26, or 52 |
| Pay Period Number | Client Config Value | Determined by Pay Periods Per Year: 12 = M, 24=S, 26=B, 52=W |
| Minority No | raceEthnicity | Client Specific mapping. Usually Missing these two and we suggest: PAC for Pacific Islander TWO for Two or More Races |
| Prevailing Wage Reduction | Blank | Not Captured in Arcoro ONB |
| Trade Code | Custom Field - Trade_No | Optional Custom Field |
| Union Code | Custom Field - Union | Optional Custom Field |
| Department Code | Custom Field - Department_Code | Optional Custom Field |
| WC State | Custom Field - Wc_Combined | Optional Custom Field Pattern is: State-Code: Description. Rule is: String Split at ":" (colon) take 0 (all to the left) String Split again at "-" (hypen) take: 0 (left of hypen) for State 1 (right of hypen) for Class |
| WC Class No | Custom Field - Wc_Combined | see above (WC State) for the rule |
| General Liability State | Custom Field - Can't Pass | Optional Custom Field |
| General Liability Class No | Custom Field - Gen_Lib_Class | Optional Custom Field |
| Federal Filing Status | federalFilingStatus | Transform: Head of household = HH Married filing jointly = M Single or Married filing separately = S |
| W-4 Step 2c Checkbox |
federalTwoJobsTotal | Transform: true=Y false=N |
| W-4 Step 3 Claim Dependents |
federalDependentsAmtTotal | |
| W-4 Step 4a Other Income |
federalOtherIncome | |
| W-4 Step 4b Deductions |
federalDeductions | |
| W-4 Step 4c Federal Extra Amount |
federalAddlAllowances | |
| Federal Override | federalExemption | Transform: true=2 false=1 |
| 2020 or Later W4 | Hardcode: Y | |
| (Pre 2020) Federal Exemptions |
Blank | Not Captured in Arcoro ONB |
| (Pre 2020) Federal Extra Amount |
Blank | Not Captured in Arcoro ONB |
| (Pre 2020) Federal Extra Percent |
Blank | Not Captured in Arcoro ONB |
| State Filing Status | stateFilingStatus | Transform: Single = S Head of Household = HH Married Filing Single = MS Married filing Jointly = MJ If no exact match - Set to "MS" (Foundation Soft Default value) |
| Tax State | primaryState | |
| State Exemptions | stateAllowances | |
| State Extra Amount | stateWithholding | |
| State Extra Percent | Blank | Not Captured in Arcoro ONB |
| State Override | Blank | Not Captured in Arcoro ONB |
| State Add On | Blank | Not Captured in Arcoro ONB |
| NJ Rate Table | Custom Field - NJ_Rate | Optional UNLESS hires in NJ Populate with the letters - A,B,C,D,E |
| Local Tax State | Blank | Not Captured in Arcoro ONB |
| Local Tax Authority | Blank | Not Captured in Arcoro ONB |
| PR Tax Group | Custom Field - Pr_Tax_Group | Optional Custom Field |
| Local Extra Amount | Blank | Not Captured in Arcoro ONB |
| Local Extra Percent | Blank | Not Captured in Arcoro ONB |
| Local Override | Blank | Not Captured in Arcoro ONB |
| Local Add On | Blank | Not Captured in Arcoro ONB |
| Local Residence | Blank | Not Captured in Arcoro ONB |
| Direct Deposit | directDeposit | Transform: true = Y false = N |
| Account Type | accountType1 | Transform data: Checking = C Savings = S |
| Direct Deposit Description | institution1 | |
| Bank Routing No | route1 | |
| Bank Account No | account1 | |
| % or $ | amountType1 | The options would be: %, $, Net Remainder of Pay. First account is always R - Remainder |
| Amount | amount1 | |
| Account Type | accountType2 | Transform data: Checking = C Savings = S |
| Direct Deposit Description | institution2 | |
| Bank Routing No | route2 | |
| Bank Account No | account2 | |
| % or $ | amountType2 | When type is: % (has to be less than 100 then) send N $ send D |
| Amount | amount2 | |
| Account Type | accountType3 | Transform data: Checking = C Savings = S |
| Direct Deposit Description | institution3 | |
| Bank Routing No | route3 | |
| Bank Account No | account3 | |
| % or $ | amountType3 | When type is: % (has to be less than 100 then) send N $ send D |
| Amount | amount3 |
Troubleshooting
If you are encountering any issues when trying to import your file from Onboarding, please refer to the dedicated troubleshooting article.